Legal Operations Intake Specialist
Job Summary
KDCI Outsourcing is seeking a Legal Operations Intake Specialist to manage the intake, classification, tracking, and organization of legal requests and contract-related data. This is an operational and data-focused role requiring strong data accuracy, stakeholder coordination, and high-volume request management. Contract review, negotiation, legal analysis, and independent legal decision-making are not part of this role.
Key Responsibilities
Monitor the Legal team's intake mailbox and log new requests promptly and accurately.
Review incoming requests for completeness and follow up with requestors regarding missing information.
Capture and classify key details, including requestor, counterparty, contract type, contracting entity, deadline, and purpose.
Identify urgent, incomplete, or conflicting requests and escalate them according to established procedures.
Route requests to the appropriate Legal team member based on assignment rules.
Maintain visibility of request status, team workload, deadlines, and outstanding matters.
Create and maintain accurate Legal request records in Smartsheet.
Maintain standardized classifications, including contract family, type, counterparty category, entity, and status.
Support Smartsheet dropdowns, formulas, automations, reports, and basic workflow updates.
Assist with historical data cleanup, migration, reconciliation, and identification of duplicate or inconsistent records.
Organize and maintain the Legal document and contract repository using established naming conventions and metadata standards.
Prepare operational reports on request volume, turnaround time, workload, and outstanding matters.
Maintain clear process documentation and recommend practical improvements to data accuracy and workflow efficiency.
Coordinate with internal stakeholders to ensure requests and records are complete and progressing as expected.
Requirements
Job Requirements
At least 2-4 years of relevant experience in Legal Operations, contract administration, compliance, procurement support, or a similar structured-data or workflow coordination role.
Strong hands-on experience in data processing, classification, cleanup, reconciliation, and maintaining accurate records.
Familiarity with common commercial agreement types, including NDAs, MSAs, and SOWs.
Experience using Smartsheet or a comparable database, workflow, or case-management platform.
Intermediate Microsoft Excel skills, including filters, sorting, lookups, conditional formatting, and data validation.
Excellent written English communication skills and the ability to coordinate confidently with internal stakeholders.
Strong attention to detail and the ability to identify missing, inconsistent, duplicate, or inaccurate information.
Ability to manage high volumes of requests, prioritize competing deadlines, and maintain accurate tracking.
Sound judgment in determining when to resolve routine operational issues independently and when to escalate.
Comfortable working with structured data, standardized classifications, and established operational procedures.
Experience with document repositories, metadata tagging, reporting, dashboards, or data migration is an advantage.
Proficiency in Microsoft Office, particularly Outlook and Excel.
Experience supporting U.S.-based clients or teams is required.
Legal judgment, contract review, negotiation, and legal analysis are not required for this role.